Kundcase

QLD - DEPARTMENT OF TRANSPORT AND MAIN ROADS, ENGINEERING AND TECHNOLOGY BRANCH

Recall™ Moves Queensland Department of Transport and Main Roads into Fast Lane of Document Management

Customer Profile

The Department of Transport and Main Roads in Brisbane, Australia, is responsible for some 34,000 km (21,127 miles) of Queensland’s major roads and 6,500 bridges. The engineering and technology branch, a division of the transport department, manages all the technical complexities of the roads the Queensland government controls.

The Challenge

When the engineering and technology branch needed to relocate to a new office building in a short amount of time, it faced the daunting task of moving 40 years’ worth of files that had never been assessed or cataloged. Further compounding the problem was the new office space was two-thirds smaller and offered minimal file storage space. In addition, the branch’s staff had recently been reduced by 20 percent prior

to their relocation, and

to do so within a short time frame and tight budget. Recall’s scheme provided a solution to

Recall developed a comprehensive and cost-effective scheme to organize all the branch’s files, allowing it to move into its new headquarters with minimal disruption to its day-to-day activities. Recall dispatched a 10-member team of document specialists to pack up and catalog all the branch’s plans and maps, and manually enter data into the Transport and Main Roads’ records management system. The Recall team cleaned up the old site and securely transported and unpacked the division’s critical-need files at the new site.

Some 11,000 cartons of files were affixed with RFID (radio frequency identification) tags and transported to a nearby Recall facility for secure storage. The branch’s staff still had easy access to every carton’s contents via Recall ReQuest® Web, Recall’s online document retrieval service.

In addition, more than 20,000 outdated or digitally captured paper documents were destroyed as part of Recall’s Secure Destruction Services.

The Results

Thanks to Recall’s complete document management solution, the engineering and technology branch of Queensland Department of Transport and Main Roads completed its move on time and on budget while keeping its limited staff focused on daily operations.

Recall also reduced the division’s off-site storage costs and provided staff members with simple and accurate access to all stored documents.

In addition, Recall established an after-hours service that allows branch staff to quickly retrieve physical documents from Recall’s storage facility at any time, day or night, should an emergency arise.

RESOURCES

INFOGRAPHIC

DOCUMENT SECURITY AND DESTRUCTION

Overview of how to maintain a strict chain of custody from pickup and transport to destruction of secure documents and media.